PR Builder Purchase Request Training Regional Contracting Office MCRD

1. PR Builder Purchase Request TrainingRegional Contracting OfficeMCRD/ERR Intro: Good Morning/Afternoon, my name is _________ I will be your guest speaker today. I am with the Regional Contracting Office support team. In the audience we should have both Vendor and Government Acceptor population so that you can have the opportunity to meet as well as get a better understanding of what it is your counterpart goes through.Intro: Good Morning/Afternoon, my name is _________ I will be your guest speaker today. I am with the Regional Contracting Office support team. In the audience we should have both Vendor and Government Acceptor population so that you can have the opportunity to meet as well as get a better understanding of what it is your counterpart goes through.

2. April 23, 2009 PRBuilder Overview 2 Objectives Key Players Regulations & Polices Market Research Prerequisites & Planning Procurement Cycle PR Builder Features User Roles PR Builder Navigation - Online FAQs Resources Agenda Our agenda is that by the end of this training, that you the end user will understand the processes required beginning with the requestor/pr initiator and ending with the delivery of the supplies and/or services you need to meet your mission. Our agenda is that by the end of this training, that you the end user will understand the processes required beginning with the requestor/pr initiator and ending with the delivery of the supplies and/or services you need to meet your mission.

3. April 23, 2009 PRBuilder Overview 3 Performance Objectives Competency Ability to conduct Market Research Ability to accurately write a Supply or Service description Ability to complete prerequisite documents Ability to submit a Complete Purchase Request package Identify lead times for Procurements Identify who to contact if you have questions Understand that it takes EARLY and OFTEN interaction to make the process work

4. April 23, 2009 PRBuilder Overview 4 Benefits of PR Builder You the customer: Ability to track the pr in the approval routing chain Experience less errors, therefore less rejected pr’s Requested supplies or service are received faster Bottom Line: GET WHAT YOU NEED WHEN YOU NEED IT The ability to find out status of where in the approval chain your pr is at and to know when it has been accepted by the RCO for purchase. The contract specialist assigned your pr for purchase will be sending you an email notification letting you know he/she has it for action. The ability to find out status of where in the approval chain your pr is at and to know when it has been accepted by the RCO for purchase. The contract specialist assigned your pr for purchase will be sending you an email notification letting you know he/she has it for action.

5. April 23, 2009 PRBuilder Overview 5 Key Players Project Officer = Customer, Requiring Activity, Program Manager, or Technical Code and respective support personnel. Contracting Officer = Contracting Officer, Contract Specialist, Contingency Contracting Officer (CKO), Buyer, or Purchasing Agent. Contracting Officer’s Representative = COR. CL field Counsel = Office of Counsel for the Commandant (CL) field Counsel Project Officer. The first individual involved in the contracting process is the Project Officer. From defining requirements and developing documentation to managing a project post-award, the Project Officer and his/her support staff provide key data, technical insight, and program oversight essential to developing, awarding, and sustaining a successful contract. With an understanding of roles and responsibilities within the process, the Project Officer is able to contribute to a smooth, successful procurement. Contracting Officer. The Contracting Officer is the backbone of the contracting process. Upon receipt of a requirement from the Project Officer, the Contracting Officer solicits offers, leads the evaluation process, awards and manages the resultant contract, and ensures proper contract closeout, completion, and retention. The Contracting Officer is key in the planning stage as he or she must ensure consideration of requisite socioeconomic policies, completion of mandatory compliance documentation, and adherence to Federal fiduciary requirements. Only Contracting Officers acting within their delegated authority are empowered to execute a contract on behalf of the Government. Contracting Officer’s Representative (COR). Rarely will a Contracting Officer have the expertise in all facets of every procurement he or she administers to ensure a successful contract. To assist them in technical monitoring and administration of a contract, Contracting Officers may designate qualified personnel as their authorized representatives. These individuals, known as Contracting Officer's Representatives (CORs), must be technically qualified and properly trained before assuming responsibilities such as monitoring receipt of contract deliverables, verifying the accuracy of contract invoices, and monitoring contract expenditures. A COR’s contract administration duties can be simple or complex and time-consuming, depending on the type of contract, Contractor performance, and the nature of the work. A COR is said to be the “eyes and ears” of the Contracting Officer. CL and CL field Counsel. While it is understood that CL and CL field Counsel legal support is advisory in nature, a prudent Contracting Officer will adhere to the advice of legal advisors and include them throughout the contracting process. From acquisition planning to solicitation review, evaluation oversight to debriefing of unsuccessful Offerors, addressing potential disputes and protests to reviewing correspondence with Contractors, CL and CL field Counsel are an integral part of the procurement team. Project Officer. The first individual involved in the contracting process is the Project Officer. From defining requirements and developing documentation to managing a project post-award, the Project Officer and his/her support staff provide key data, technical insight, and program oversight essential to developing, awarding, and sustaining a successful contract. With an understanding of roles and responsibilities within the process, the Project Officer is able to contribute to a smooth, successful procurement. Contracting Officer. The Contracting Officer is the backbone of the contracting process. Upon receipt of a requirement from the Project Officer, the Contracting Officer solicits offers, leads the evaluation process, awards and manages the resultant contract, and ensures proper contract closeout, completion, and retention. The Contracting Officer is key in the planning stage as he or she must ensure consideration of requisite socioeconomic policies, completion of mandatory compliance documentation, and adherence to Federal fiduciary requirements. Only Contracting Officers acting within their delegated authority are empowered to execute a contract on behalf of the Government. Contracting Officer’s Representative (COR). Rarely will a Contracting Officer have the expertise in all facets of every procurement he or she administers to ensure a successful contract. To assist them in technical monitoring and administration of a contract, Contracting Officers may designate qualified personnel as their authorized representatives. These individuals, known as Contracting Officer's Representatives (CORs), must be technically qualified and properly trained before assuming responsibilities such as monitoring receipt of contract deliverables, verifying the accuracy of contract invoices, and monitoring contract expenditures. A COR’s contract administration duties can be simple or complex and time-consuming, depending on the type of contract, Contractor performance, and the nature of the work. A COR is said to be the “eyes and ears” of the Contracting Officer. CL and CL field Counsel. While it is understood that CL and CL field Counsel legal support is advisory in nature, a prudent Contracting Officer will adhere to the advice of legal advisors and include them throughout the contracting process. From acquisition planning to solicitation review, evaluation oversight to debriefing of unsuccessful Offerors, addressing potential disputes and protests to reviewing correspondence with Contractors, CL and CL field Counsel are an integral part of the procurement team.

6. April 23, 2009 PRBuilder Overview 6 Procurement Regulations & Policies Federal Acquisition Regulations (FAR) Defense Federal Acquisition Regulations (DFAR) Navy Marine Corps Acquisition Regulation Supplement (NMCARS) Navy Supplement Instruction (NAVSUPINST 4200.85D) Marine Corps Acquisition Procedures Supplement (MAPS) Marine Corps Base Order (Depot Order 4200.3b) Appropriation Laws Supply Defense Logistic Agency (DLA)

7. April 23, 2009 PRBuilder Overview 7 Early Submission Identify your need. Get the Contracting Office involved “EARLY” in your planning phase - Market Research Vendors must be registered in Central Contract Registration (CCR) to do business with the Government Don’t forget…We may be restricted by Procurement Policy.

8. April 23, 2009 PRBuilder Overview 8 Methods of Purchase Micro-Purchase Threshold Supplies less than $3,000 & Services less than $2,500 Are procured utilizing the Government-Wide Commercial Purchase Card (GCPC). Competitive Supplies over $3,000 & Services over $2,500 Competition required (MINIMUM of 3 Sources)

9. April 23, 2009 PRBuilder Overview 9 Methods of Purchase (continued) Oral Solicitations are obtained with minimal turnaround time. (Depends on the issues) Written Solicitations are posted for 10 day at FedBizOpps.gov (Federal Business Opportunities) website. Buyer incurs “admin” time before and after purchase. (issues can add 2 to 30 days to a purchase) Depending on the complexity of your purchase request, determines the length of time it takes to purchase your supply/service.

10. April 23, 2009 PRBuilder Overview 10 Mandatory/Preferred Supply Sources Federal Acquisition Regulation (FAR) 8.002 Supplies Agency Inventories Excess from other Agencies Products available through National Institute of the Blind (NIB) National Institute of the Severely Handicap (NISH) Wholesale supply sources, such as stock programs of the GSA, the Department of Veterans Affairs, and military inventory control points; Federal Supply Schedules (GSA Schedules) Commercial sources (including educational and nonprofit institutions)

11. April 23, 2009 PRBuilder Overview 11 Mandatory Sources for Services (continued) Federal Acquisition Regulations 8.002(a) Services Services Available from: National Institute of the Blind (NIB) National Institute of the Severely Handicap (NISH) Federal Supply Schedules (FSS) Optional use of Federal Supply Schedules Federal Prison Industries (FPI) also known as UNICOR Commercial Sources (including educational and nonprofit institutions)

12. April 23, 2009 PRBuilder Overview 12 Mandatory Sources for Services (continued) ALL services shall have a Statement of Work, Complete Description, as well as work Approvals. Facilities Maintenance Division (FMD) must approve the Service and/or Installation of the Supply item prior to PR Builder submission.

13. April 23, 2009 PRBuilder Overview 13 Prior to submitting a purchase request to the Regional Contracting Office, you “must” obtain the appropriate waivers/approvals that are required for your request. These waivers must be included with the PR when submitted in PR Builder.

14. April 23, 2009 PRBuilder Overview 14 Do Not Submit your PR while waiting for Waiver approval. Depot Property Control (DPC) – Office and Barracks Furniture (MCO P10150.1) CVIC – Copier Rental Services/ Audio Visual Equipment (MCO P10150.1 PARA 5007.9 – 5010) G-6 – IT/Communication/ADP Equipment or Software (MARADMIN 486-06) Failure to comply will result in a DISAPPROVED Purchase Request.

15. April 23, 2009 PRBuilder Overview 15 Simplified Acquisition The purchase of supplies and non-personal services with a dollar value of $100,000 or less from commercial sources. SAP = <$100,000 Test Program, Commercial Items up to $5,500,000 SAP includes both commercial and non-commercial items

16. April 23, 2009 PRBuilder Overview 16 Priority Codes

17. April 23, 2009 PRBuilder Overview 17 Priority Codes (Continued) Give examples of all Priority Codes, valid and invalid. Give examples of all Priority Codes, valid and invalid.

18. April 23, 2009 PRBuilder Overview 18 Priority Codes (Continued)

19. April 23, 2009 PRBuilder Overview 19 Procurement Lead Time (PALT) Procurement Lead Time: The Estimated time from the date a complete PR package is received at the RCO until the contract is awarded is determined by the dollar value and complexity of the Requirement.

20. April 23, 2009 PRBuilder Overview 20 Complexity of the Requirement Under $25,000 Supplies 15 days Services 20 days $25,000 to $100,000 30 days $100,000 to $1,000,000 60 days $1,000,000 to $5,500,000 120 days Above $5,500,000 180 days PALT (continued)

21. April 23, 2009 PRBuilder Overview 21 Prerequisites & Planning

22. April 23, 2009 PRBuilder Overview 22 Market Research Market Research Objectives: Identify products and technologies, particularly to determine if a commercial item can meet the Government’s requirements. Identify the size and status of potential vendors. Assess the competitiveness of the market. Identify commercial practices.

23. April 23, 2009 PRBuilder Overview 23 Market Research (Continued) Market Research Techniques Contacting Industry. Benchmarking with Other Government Agencies and Contacting Government Experts Attending trade shows, symposia, and conferences. Reviewing catalogs and trade journals for advertisements, articles on new technology, and benchmark tests. Industry Day. Contacting Industry. The Government is encouraged to exchange information with all interested parties and those exchanges must be consistent with procurement integrity requirements (see FAR 3.104).  Once the PR package has been submitted to the Contracting Officer, all exchanges with industry should be initiated and led by the Contracting Officer and not the Project Officer. Industry Day. Typically open forums for exchanges of all types of information not necessarily related to one specific procurement. Industry days related to a specific procurement are referred to as pre-solicitation conferences or site visits. Can cover a broad range of subjects or materials, such as how to do business with the Marine Corps or Small Business opportunities. Contacting Industry. The Government is encouraged to exchange information with all interested parties and those exchanges must be consistent with procurement integrity requirements (see FAR 3.104).  Once the PR package has been submitted to the Contracting Officer, all exchanges with industry should be initiated and led by the Contracting Officer and not the Project Officer. Industry Day. Typically open forums for exchanges of all types of information not necessarily related to one specific procurement. Industry days related to a specific procurement are referred to as pre-solicitation conferences or site visits. Can cover a broad range of subjects or materials, such as how to do business with the Marine Corps or Small Business opportunities.

24. April 23, 2009 PRBuilder Overview 24 Market Research (Continued) Sources Sought. May be published as Requests for Information (RFI) or Sources Sought Notices. Contracting Officers may transmit to Navy Electronic Commerce Online. Pre-Solicitation Conferences. Conducting site visits. Sources Sought. May be published as Requests for Information (RFIs) or Sources Sought Notices. Contracting Officers may transmit to Navy Electronic Commerce Online. Although the FAR appears to limit this technique for identifying potential sources for R&D contracts, it may be used for all types of procurements. It is designed to identify potential sources for procurements and can provide an opportunity for the marketplace to indicate its interest in submitting offers for future acquisitions. This type of synopsis has particular application when one Contractor is thought to be uniquely capable of meeting the Government’s minimum requirements and verification of this opinion is needed. Pre-Solicitation Conferences. All questions and answers from pre-solicitation conferences, whether presented openly in a group discussion or anonymously in written format, must be posted, without attribution, to the NECO website. Contracting Officers should ensure that responses to questions and answers do not reveal any proprietary information or divulge potential Offerors. Conducting site visits. A Government employee visits various industry partners in the market they are researching to gather information about a particular product or company capability. Or, the Government allows industry to visit a Government facility to better understand a particular requirement.Sources Sought. May be published as Requests for Information (RFIs) or Sources Sought Notices. Contracting Officers may transmit to Navy Electronic Commerce Online. Although the FAR appears to limit this technique for identifying potential sources for R&D contracts, it may be used for all types of procurements. It is designed to identify potential sources for procurements and can provide an opportunity for the marketplace to indicate its interest in submitting offers for future acquisitions. This type of synopsis has particular application when one Contractor is thought to be uniquely capable of meeting the Government’s minimum requirements and verification of this opinion is needed. Pre-Solicitation Conferences. All questions and answers from pre-solicitation conferences, whether presented openly in a group discussion or anonymously in written format, must be posted, without attribution, to the NECO website. Contracting Officers should ensure that responses to questions and answers do not reveal any proprietary information or divulge potential Offerors. Conducting site visits. A Government employee visits various industry partners in the market they are researching to gather information about a particular product or company capability. Or, the Government allows industry to visit a Government facility to better understand a particular requirement.

25. April 23, 2009 PRBuilder Overview 25 Market Research (Continued) Using the Internet General Service Administration (GSA): GSA Website http://www.gsa.gov/Portal/gsa/ep/home.do?tabId=0 SBA http://www.sbaonline.sba.gov/ The Defense Standardization Program http://www.dsp.dla.mil/APP_UIL/displayPage.aspx?action=content&contentid=66 Information Technology (IT) data: Gartner Website http://www.gartner.com/ Thomas Registry online: ThomasNet http://www.thomasnet.com/index.html DoD EMALL https://emall6.prod.dodonline.net/main/

26. April 23, 2009 PRBuilder Overview 26 Statement of Work Template Double-Click on the form Available on the Depot Share-drive > MCRD PI > CONAWDDOCS > PR Builder > Training Double-Click on the form Available on the Depot Share-drive > MCRD PI > CONAWDDOCS > PR Builder > Training

27. April 23, 2009 PRBuilder Overview 27 Brand Name Justification FAR 11.105 states that agency requirements shall not be written so as to require a particular brand name, product, or a feature of a product, peculiar to one manufacturer, thereby precluding consideration of a product manufactured by another company specifications are used in the solicitation. The Regional Contracting Office is mandated to publicize the justification with the solicitation as well as Request For Quotes (RFQ).   Prerequisites & Planning

28. April 23, 2009 PRBuilder Overview 28 Brand Name Justification Template Double-Click on the form Available on the Depot Share-drive > MCRD PI > CONAWDDOCS > PR Builder > Training Double-Click on the form Available on the Depot Share-drive > MCRD PI > CONAWDDOCS > PR Builder > Training

29. April 23, 2009 PRBuilder Overview 29 Sole Source FAR 6.302-1 explains that supplies or services may be considered to be available from only one source if the source has submitted an unsolicited research report that… Demonstrates a unique and innovative concept or capability. Offers a concept or services not otherwise available to the Government. Does not resemble the substance of a pending competitive acquisition. Prerequisites & Planning (Continued)

30. April 23, 2009 PRBuilder Overview 30 Sole Source It is the Customers Responsibility to prepare and submit, along with their PR, the required supporting documentation, also known as Sole Source Justification, for sole source request. Prerequisites & Planning (Continued)

31. April 23, 2009 PRBuilder Overview 31 Sole Source Justification Template Double-Click on the form Available on the Depot Share-drive > MCRD PI > CONAWDDOCS > PR Builder > Training Double-Click on the form Available on the Depot Share-drive > MCRD PI > CONAWDDOCS > PR Builder > Training

32. April 23, 2009 PRBuilder Overview 32 Urgency Applies to Priority code 07 Item(s) required for immediate end use, without which the force/activity concerned is unable to perform assigned operational missions, or such condition will occur within 30 days. Requires Urgency Impact Statement Prerequisites & Planning (Continued)

33. April 23, 2009 PRBuilder Overview 33 Urgency Impact Statement Must be signed by the Commanding Officer (S-4 Officer or Supply Officer should have By Direction Authority). Must illustrate how the force/activity concerned is unable to perform its assigned operational missions, in the event the supplies/services are not procured for immediate end use or within 30 days. Must accompany the Purchase Request or the purchase will be treated as routine (Priority 14) Prerequisites & Planning (Continued)

34. April 23, 2009 PRBuilder Overview 34 Urgency Impact Statement Template Double-Click on the form Available on the Depot Share-drive > MCRD PI > CONAWDDOCS > PR Builder > Training Double-Click on the form Available on the Depot Share-drive > MCRD PI > CONAWDDOCS > PR Builder > Training

35. April 23, 2009 PRBuilder Overview 35 Prerequisites & Planning (Continued)

36. April 23, 2009 PRBuilder Overview 36 Prerequisites & Planning (Continued)

37. April 23, 2009 PRBuilder Overview 37 Standard Form 182 Training Template Double-Click on the form Available on the Depot Share-drive > MCRD PI > CONAWDDOCS > PR Builder > Training Double-Click on the form Available on the Depot Share-drive > MCRD PI > CONAWDDOCS > PR Builder > Training

38. April 23, 2009 PRBuilder Overview 38

39. April 23, 2009 PRBuilder Overview 39 Procurement Lifecycle

40. April 23, 2009 PRBuilder Overview 40 Purchase Description FAR 11 provides guidance for developing your Purchase Request Description. The supplies/services must be described in a manner which will encourage MAXIMUM COMPETITION and eliminate any restrictive features which limit acceptable quotes to one contractor's product. The purchase description should contain the GOVERNMENTS MINIMUM REQUIREMENTS. Form, Fit, and Function: What does it do? Remember – Garbage In and Garbage Out!

41. April 23, 2009 PRBuilder Overview 41 Purchase Description (continued) Purchase Description: is the most common method of describing simplified acquisition requirements. An adequate purchase description should set forth the essential physical and functional characteristics of the supplies/services required. It should not be unduly restrictive. (i.e. Brand name and P/N only). Provide the aspect(s) of a product that are truly important to you the END USER. (Projector Example) A restrictive item description could mean the potential for vendors to protest the requirement, which will further delay processing the award.

42. April 23, 2009 PRBuilder Overview 42 Purchase Description (continued) PR Example: DESCRIPTION: What do you wish to buy? Brief description, nomenclature White Boards, Dry Eraser PRIOR HISTORY: Purchased FY08 PO# M00263-08-P-0014 or PR#M00263-08-SU-XV0014 PART#, MODEL# or STOCK/CATALOG #: 12345 DEMINISIONS SIZE/CAPACITY: Size: 3’X4’ COMPATIBLE WITH EXISITING EQUIP: If applicable provide existing equipment make, model, part#, year, and if electrical current voltage at source of hook up. DEFINING MARKINGS REQUIRED: Do you wish for the boards to have columns, headings, or lines?

43. April 23, 2009 PRBuilder Overview 43 Purchase Description (continued) SPECIAL FEATURES: Electronic; Marker tray UNIT OF ISSUE: Each, Roll, Can, Lot, etc. QTY: (2) DATE REQUIRED: 25 May 2009; Remember the lead time required for your priority codes DELIVERY INSTRUCTIONS IF APPLICABLE: Any special delivery requirements; if not delivery will be to Receiving 500A MANUFACTURE: White Boards Inc. ATTACH COPY OF PUBLISHED DESCRIPTION TO PR. IF THE DESCRIPTION IS TO LARGE TO ATTACH FAX TO: Acquisition Supervisor FAX #4344

44. April 23, 2009 PRBuilder Overview 44 PR Builder - Features Automates the procurement process through the use of the PR Builder-SPS Interface. SPS/PD2 Interface: PR Builder has the capability to interface with the Standard Procurement System (SPS) which automates the contract writing process. PR Builder sends purchase requests information to SPS for automated database upload to the Procurement Desktop Defense (PD2). Perry teaches about PR BuilderPerry teaches about PR Builder

45. April 23, 2009 PRBuilder Overview 45 Features (Continued) Benefits of using PR Builder: Automated paperless document transmission Tracking and managing of purchase requests electronically Standardized within USMC Management tool - visibility of procurement activity for business leaders both locally and at the enterprise level 24 hours level 1 help desk support Fully web based, no need to install and / or maintain equipment or software locally

46. April 23, 2009 PRBuilder Overview 46 Features (Continued) Tracking Log: All historical data related to a purchase request is stored electronically.  The "Tracking Log" also shows the current status of a purchase request. Customizable Workflows: Units can establish different workflows or approval threads for routing purchase requests.  Workflows are defined according to a unit's business process. E-mail Notifications: Users are notified of actions taken on a purchase request by e-mail, users are updated of document status via this feature. Search Capability: Users can search previous purchase requests for pricing and other information.

47. April 23, 2009 PRBuilder Overview 47 Features (Continued) Document Attachment: Users can upload documents (i.e. SOW, product descriptions, etc.) with their purchase requests. The attachment will be available to all members of the workflow Reporting Capabilities: Useful tool that can help with collecting metrics for each site. This also helps tracking documents in PR Builder Miscellaneous Pay: A non-contractual document used for vendor payment and personal reimbursement Address Book: Shipping and Vendor information

48. April 23, 2009 PRBuilder Overview 48 Document Types – PR Form PR Functionality Route for Review Route for Information Route for Approval Modification Subject to Availability of Funding Send to SABRS for Financial Validation Send to SPS/PD2 for contracting purposes Functions within the PR Email as PDF format Copy to create new documents (i.e. create templates, use old documents) Move from one cabinet to the other Delete if a mistake has been made (only In-process documents that were NEVER routed before Upload Attachments Recall Route (Routed by mistake, need to add additional information, etc. Documents that in the SABRS system for validation cannot be recalled) Reroute(Disapproved documents) Use while discussing FUNCTIONS WITHIN THE EZPR Opening a purchase request – Open TEMPLATE Copying a purchase request – copy as MOVE IT Moving a purchase request Have users create a new cabinet (call it PENDING) Move the document called MOVE IT Deleting a purchase request Delete the document called MOVE IT that was moved into the Pending cabinet Uploading an attachment to purchase request Go to Word, create a short document, user’s name and save it as “ATTACHMENT.DOC” on the desktop Open TEMPLATE, make a copy and name it UPLOAD Upload the document called ATTACHMENT.DOC Email Notifications – let users know that when the documents are approved or disapproved, they will get an email to let them know of the status Use while discussing FUNCTIONS WITHIN THE EZPR Opening a purchase request – Open TEMPLATE Copying a purchase request – copy as MOVE IT Moving a purchase request Have users create a new cabinet (call it PENDING) Move the document called MOVE IT Deleting a purchase request Delete the document called MOVE IT that was moved into the Pending cabinet Uploading an attachment to purchase request Go to Word, create a short document, user’s name and save it as “ATTACHMENT.DOC” on the desktop Open TEMPLATE, make a copy and name it UPLOAD Upload the document called ATTACHMENT.DOC Email Notifications – let users know that when the documents are approved or disapproved, they will get an email to let them know of the status

49. April 23, 2009 PRBuilder Overview 49 Account Access

50. April 23, 2009 PRBuilder Overview 50 Account Access Access to the Internet, PR Builder is web-based Internet Explorer version 6.0 or higher. * Netscape is not compatible with PR Builder Valid e-mail address, phone and address Valid DODAAC/UIC/RUC Choose a Username – not case sensitive Choose a Password - At least 8 character password with at least 1 number, 1 uppercase letter and 1 lowercase letter (i.e. Prbuilder1). Passwords are case sensitive Ask users to log on to PRB and register for an account Ask users to log on to PRB and register for an account

51. April 23, 2009 PRBuilder Overview 51 Contact Workflow Manager Have your workflow manager assign your roles and responsibilities. Requirements User Approver Fiscal User Financial Approver Workflow Manager Contracting Manager Once, completed you are ready to create your Purchase Request.

52. April 23, 2009 PRBuilder Overview 52 User Roles

53. April 23, 2009 PRBuilder Overview 53 Cabinets System cabinets (Inbox, Approved Archive, Disapproved Archive, SAF) are now accessible through the menu item “Cabinets”. Users now have the ability to create sub-cabinets under a top level cabinet for better document organization. From inside a System or Personal Cabinet, users can move multiple documents (Batch move) to folders within the respective cabinet. System cabinets such as “Approved Archive” or “Disapproved Archive” only appear if the user has approved or disapproved a document in PRB.

54. April 23, 2009 PRBuilder Overview 54 INBOX – PRBuilder Desktop Current User/Logout Link shows the current user logged in and provides the link for users to exit out of the system properly The Inbox that was previously in the left navigation bar will be presented on the main page once users log-in. Documents that are waiting for approval will be on the main page, which will be the user’s Inbox. The Cabinets such as user created cabinets and Approved/Disapproved Archive cabinets will be under the menu Cabinets. Subfolders are now available to create in the cabinets administration page to give assist users with a better electronic filing system within PRBuilder. The DODAAC dropdown that displays the DODAAC/UIC/RUC that the user is registered under is located on the top right of the screen The Search field that is used to search documents to view current status or location is located on the top right of the screen. An Advanced Search link is also provided for filtering search categories. The Support menu provides the Help File, Release Notes and CBT for the application.

55. April 23, 2009 PRBuilder Overview 55 System NavigationStarting a Purchase Request CABINETS Administration – create and manage personal and system cabinets Inbox – where documents that are waiting for approval will be in this cabinet, also on the main page Approved Archive/Disapproved Archive – system cabinets for Fiscal Users, Financial Approvers, FHAO, Approvers and Contracting Managers User Generated Cabinets – users can create cabinets to store their documents

56. April 23, 2009 PRBuilder Overview 56 Requirement User Roles Key Responsibilities Creating and routing of PRs, FDs and MiscPay documents Daily monitoring of document status by checking e-mail notifications and PRBuilder inbox Upload appropriate requirements documents i.e. SOW, specifications, etc upon routing documents

57. April 23, 2009 PRBuilder Overview 57 Requirement User Roles (Continued) Ensure “your” document is approved completely in the routing thread ending with SPS! Failure to use SPS will result in the RCO not receiving your pr and you will not receive the supply/service. Verify that the document is marked for SABRS for the commitment to occur. Reroute documents to appropriate workflow thread if disapproved Request appropriate workflows from Workflow Managers Create modifications to all documents

58. April 23, 2009 PRBuilder Overview 58 NOTE: Before creating a PR you must Create and access your Personal File Cabinet. The file cabinet must be open before the Create button is accessible. PR Builder will automatically generate a unique PR Number: The first field is your DoDAAC. The next field is the current fiscal year, which can be changed Requirements User

59. April 23, 2009 PRBuilder Overview 59 The third field is the Document Type code, which can be changed The last field is a unique five-digit sequence number, which can be changed. Click the “Register” button to begin the requisition process. Click “Register”, PR page displayed” The PR form automatically opens with the PR Number you registered. Requirements User (Continued)

60. April 23, 2009 PRBuilder Overview 60 System Navigation

61. April 23, 2009 PRBuilder Overview 61 System Navigation (Continued)

62. April 23, 2009 PRBuilder Overview 62 System Navigation (Continued)

63. April 23, 2009 PRBuilder Overview 63 System Navigation (Continued) CREATE Access to PRs, FDs and Misc Pay documents A cabinet must be open to access ONLY available to Requirements User

64. April 23, 2009 PRBuilder Overview 64 System Navigation (Continued)

65. April 23, 2009 PRBuilder Overview 65 System Navigation (Continued)

66. April 23, 2009 PRBuilder Overview 66 System Navigation (Continued)

67. April 23, 2009 PRBuilder Overview 67 Attaching Files Attaching Files to a PR Users may attach electronic files with standard file formats to PRs. These files may be a Sole Source Justifications, a Technical Specification, Statement of Work, Vendor Quote, etc. Click on “Upload Attachments” from the PR Options drop-down on the Menu Bar and the application will take users to the “Upload Attachments” page.

68. April 23, 2009 PRBuilder Overview 68 Modifications Create a Mod/Amendment: Originator can create Modifications/Amendments to PRs that had previously been approved by the Final Acceptor/Approver. PR may need to be modified for many reasons. For example: Need to adjust the funding amounts. Change in requirements (less or more). Administrative errors made on the original PR

69. April 23, 2009 PRBuilder Overview 69 Modifications (continued) NOTE: A Modification to a PR is NEVER to be used as a New Requirement. If an approved PR has an active modification in-process, complete, or in route, an additional modification cannot be created. A message will be displayed letting the Requirements User know that there is an active modification already in the system.

70. April 23, 2009 PRBuilder Overview 70 How to Route a PR  Open a document (PR) that has all the required information completed. Users can then “Complete” the document and Route for Approval. To complete a PR, click “Complete” The document is ready to Route for Approval and cannot be changed.

71. April 23, 2009 PRBuilder Overview 71 There are 2 ways to view the status of the document. Looking at the “Status” right under “Basic Information” at the document page, or Go to the Cabinet or Sub-Cabinet where the document was created. An icon designated by a ''C'' is shown next to the Document Number.

72. April 23, 2009 PRBuilder Overview 72 Workflow Administration Workflow Administration “SABRS” is a system user that must be added within the workflow “SPS” is a system user and must be added as the final approver to any new SPS compatible workflow.

73. April 23, 2009 PRBuilder Overview 73 Workflow Example

74. April 23, 2009 PRBuilder Overview 74 FIP Administration Fiscal User/Financial Approver/FHAO User Roles FIP Profile and FIP Account Administration are combined in one page FIP Accounts can be labeled for easy identification Mention: when copying a previous pr to use the information again, it is IMPERATIVE that the SDN listed under the LOA to be “DELETED” as the system automatically generates a default pr number in this block. This creates a financial mess! Mention: when copying a previous pr to use the information again, it is IMPERATIVE that the SDN listed under the LOA to be “DELETED” as the system automatically generates a default pr number in this block. This creates a financial mess!

75. April 23, 2009 PRBuilder Overview 75 Address Book Shipping Addresses - DODAAC addresses from the DAASC database Recommended Sources of Supply - Vendor addresses (Recommended Sources of Supply) from the CCR database Mention that users should enter previous contractors used here from the contracts received previously. Mention that users should enter previous contractors used here from the contracts received previously.

76. April 23, 2009 PRBuilder Overview 76 SAF Documents SAF Documents for the up coming Fiscal Years Requirements. 1. Create the PR as any normal PR, with the obvious exception you “MUST” change the Fiscal Year in the Doc Number. 2. At the top of PR Under the Financial System…Choose "None Selected". 3. At the Top of PR Check the Subject to Availability Box (Do not put a Date in the Release Date Box).

77. April 23, 2009 PRBuilder Overview 77 SAF Documents (Continued) Include FIP and LOA information. ENSURE YOU CHANGE THE FISCAL YEAR BOX….THE FISCAL YEAR BOX IS LOCATED TO THE RIGHT OF THE STANDARD DOCUMENT NUMBER BOX BELOW THE FIP DATA. When the new Fiscal Year funding is available, the appropriate Fiscal Approver will go back into the original pr and input a Date in the "Release Date Box." Modifications will automatically be generated and sent to SABRS for LOA Commitment. The RCO/District Contracting Officer will then Modify the Contracts to add the funding data.

78. April 23, 2009 PRBuilder Overview 78 PR Builder Reports OPTIONS Reports – designed to provide specific purchase request information regarding Pending Workload Status, PR Status, Dollar Amounts, SABRS interface statistics, etc.

79. April 23, 2009 PRBuilder Overview 79 Online Information SUPPORT Help – the application help file serves as a user guide CBT – application’s web based training Release Notes – archived release notes from previous versions and most current application release notes

80. April 23, 2009 PRBuilder Overview 80 FAQ’s What can I do if a document is disapproved? Change the document status to In-process, then re-route. However, if disapproved by SPS then the PR is “DEAD” and cannot be used again. How do I create modifications? Modifications can be done on approved documents only. What happens if SABRS rejects the document? Contact Fiscal User/Financial Approver to ensure that the lines of accounting assigned to document is correct

81. April 23, 2009 PRBuilder Overview 81 FAQ’s (Continued) What can I do if I need to make a change to a document once I have routed it? Recall the document, as long as it is “In Process” and “HAS NOT” Interfaced with SABRS for validation. Can a PR be deleted? A PR can be deleted after it has been created and/or saved. To delete a PR, click “Delete” at the PR page. NOTE: A PR can only be deleted if the status is “In Process” and is currently not being routed. Additional Questions ?????

82. April 23, 2009 PRBuilder Overview 82 Certificates Certificates will be issued to attendee upon completion of training. Certificates will be sent via email in concurrence with the registration roster information. PR Builder training held every Quarter. PR Builder Annual training is required Failure to comply may result in suspension of account access.

83. April 23, 2009 PRBuilder Overview 83 Resources for Assistance PR Builder Training Requests Perry Buchanan Password Reset Workflow Managers PRBuilder Help Desk Support Workflows Setup Workflow Manager Application Issues PRBuilder Help Desk

84. April 23, 2009 PRBuilder Overview 84 Resources Contact Information PRBuilder v4.1 Production Site: https://www.prbuilder.usmc.mil PRBuilder 24/7 Help Desk Support (877) 452-9058 prb.support@prbuilder.usmc.mil

85. April 23, 2009 PRBuilder Overview 85 WARNING!!! To prevent lockouts, users must click on “Logout,” to properly logoff of PR Builder’s website. DO NOT use the browser close button. If users close the browser without logging out of the system, they will be locked out of PR Builder for 30 minutes. If users are locked out of PR Builder, they have to wait for 30 minutes for the existing session to expire or contact the PR Builder Help Desk (1-877-452-9058) to “unlock” the account. PR Builder sessions automatically close if there is no activity for 30 minutes Any changes entered on a document will be lost. Always save your document!

86. April 23, 2009 PRBuilder Overview 86 RCO Point of Contacts Director: Mark H. Payne 228-2141 Deputy: Roy C. Brooks 228-2139 Procurement Chief: MSgt Kacy M. Mohead 228-2129 Acquisition Supervisor: Linda Stroh 228-2151 Agency Program Coordinator (APC): Jim Hardy 228-3029 System Administration POC’s: Perry Buchanan (primary) 228-2180 Chris Wendle (alternate) 228-4118

87. April 23, 2009 PRBuilder Overview 87